Committees:  Specified in the Bylaws or appointed by the President in consultation with the Board.  Focus is on strategic, ongoing matters.   Examples:  education, advocacy, quality, membership, early career development.

Subcommittees:  Appointed by the Committee Chair in consultation with the President.  May exist indefinitely or for predetermined start/end dates.  Examples:  website, educational needs assessment, country-specific advocacy.

Task Forces:  Appointed by the President and Board to accomplish a specific major outcome; disbands or goes on hiatus when outcome is achieved.  Example:  strategic planning. 

Working Groups:  Appointed by Committee Chair or President to complete a specific activity.  Examples:  webinars, surveys.

Special Interest Groups (SIGs):  A community focused on peer-to-peer information exchange and professional growth.  Members have shared interests and  discuss issues, ideas, trends and thoughts specific to their community.

PICS Society committees consist of a chair, one or two co-chairs and three to fifteen additional members.   As necessary the Chair (in consultation with the President &/or Board) may form sub-committees consisting of a chair and others whose skills and interests align with committee needs.

Committee chairs, co-chairs and members are appointed for a two year term (eligible for reappointment in consultation with the President).  Staggering committee member terms is encouraged to ensure continuity.  All must be Society members in good standing, share commitment to the Society’s mission and be willing to make the necessary time commitment.

Expections and time commitments vary widely, but generally are as follows:

• Approximately one to four hours a month;
• Review materials/agenda prior to each committee meeting;
• Attend and contribute to committee meetings (with the understanding that clinical schedules can change at the last minute); and
• Be an ambassador for the PICS Society, serving as the Society’s eyes, ears and voice.

Types of engagement requested of committee members:

• Advise on issues on the committee’s docket;
• Collaborate on specific activities and agenda items;
• Collaborate with chair/co-chairs on projects ;
• Recommend colleagues for committee or Society membership;
• Represent the committee and the Society during other events/activities;
• Contribute to Society’s educational programs, publications & other efforts; and
• Adhere to Society’s code of ethics & strategic plan, suggesting updates as necessary.

• …Developing the committee’s mission statement, long-term goals and short-term objectives.
• …Developing policies and procedures for conduct of the committee’s work.
• …Recommendations to the Board regarding areas within the committee’s purview.
• …Consideration of reports and recommendations from Society members or  committees.
• …Ensuring ethical and professional standards of conduct and COI disclosure.
• … Establishing sub-committees or working groups as needed.
• …Other responsibilities as prescribed by the Board or Bylaws.
• …Coordination with staff to prepare agendas, schedule meetings and conduct other business.

Committees will report to the Board as follows:

• An annual summary report including but not restricted to: key activities, risks, highlights of committee meetings.
• Verbal report during selected Board meetings.

Reports at any other time on significant issues through the Chair or at the request of the Board.

A quorum for the Committee to vote on official business consists of 50% of the voting members plus one.  Chairs and Co-Chairs are considered to be voting members (each with one vote).  Discussions or updates (where no vote is involved) do not require a vote.

• Decisions of committees shall be decided by voting (at a meeting where a quorum is present) and a majority of votes of members present.
• For a motion to pass, said motion shall be decided by a majority-plus-one of those present. Tie votes shall be considered to mean the motion fails.
• Any action required or permitted to be taken by a committee may be taken without a meeting if (i) the Chairperson calls for such action to be taken by written consent, (ii) a majority of members entitled to vote on such action consent to the action in writing, and (iii) the written consents are filed with the records of the meetings of the committee.
• Such action by written consent may be provided by electronic means including e-mail.